MedLink Scholars - Research Participation Attestation Form
Purpose
This attestation confirms that all individuals participating in research projects under MedLink Scholars (MLS) understand and agree to comply with MLS's communication standards, deadlines, authorship expectations, payment requirements, and professional integrity guidelines.
By signing, you acknowledge that failure to comply may result in:
Immediate removal from the current project
Disqualification from future MLS projects
A formal report to the MLS Professionalism Committee
Potential notification to your academic institution
Communication Requirements
Primary Communication Platforms by Group:
Please note that these communication platforms are subject to change.
OrthoLink Scholars: Slack (Official channel, must respond to relevant messages within 24 hours)
GastroLink Scholars: Discord (Official server, must respond to relevant messages within 24 hours)
DermLink Scholars: Direct collaboration via Google Document comments and tags (must check for updates at least once daily)
General Communication Rules:
Notification Settings: You must enable notifications for your group's platform and maintain active notification status throughout the project duration.
Response Time Requirements:
Direct messages: Within 24 hours
Group announcements: Within 24 hours
Urgent project updates: Within 12 hours (marked as "URGENT")
Communication With Editors: All communication with your assigned resident or attending physician must occur through the official group platform, unless they explicitly grant written permission for another method (i.e. text, email).
Section Completion Protocol: When your section is complete, you must:
Add a timestamped comment in the shared Google document indicating completion
Notify the first author and resident editor via the primary communication platform
Provide a brief status update on any outstanding items
Communication Etiquette:
Use professional language at all times
Clearly mark urgent vs. non-urgent communications
Provide context when asking questions
Use appropriate channels (avoid private messages for project-wide issues)
Deadlines & Workflow Expectations
Deadline Management:
Firm Deadlines: All deadlines are final unless the resident or attending physician editor approves an extension at least 48 hours before the deadline.
Staged Completion: Authors of earlier sections must aim to finish 2-3 days before the main deadline to allow conclusion writers to complete their sections on time.
Progress Updates: Authors must inform their 1st author/team of any obstacles to their assignment's completion.
Quality Standards: All submissions must meet MLS quality benchmarks before being considered "complete."
Consequences for Non-Compliance:
24-48 hour non-response: Formal warning and notification to physician editor
48+ hour non-response: Risk of authorship demotion or project removal
Missed deadline without prior approval: Automatic review for project removal and ban for the next cycle of papers
Emergency Protocols:
If you experience illness, family emergencies, or unavoidable conflicts:
Notify your first author and physician editor promptly
Provide expected duration of unavailability
Propose alternative arrangements or timeline adjustments
Academic Integrity & Ethical Standards
Prohibited Activities:
Plagiarism: Absolutely prohibited in any form
Unauthorized AI Usage: AI tools may ONLY be used for:
Grammar and spell checking
Formatting assistance
Clarifying medical terminology definitions
AI may NOT be used for: Content generation, data analysis, literature synthesis, or writing any portion of your assigned section
Fabrication or Falsification: Any manipulation or misrepresentation of data, sources, or research findings
Unauthorized Collaboration: Completing another author's section without explicit permission from the first author and physician editor
Source and Citation Requirements:
Source Verification: Only peer-reviewed, verifiable sources are acceptable, and must be hyperlinked in the reference section
Citation Standards: Must follow journal-specific citation guidelines
Reference Management: Use of citation management tools (Mendeley, Zotero, EndNote) is encouraged
Conflict of Interest: Disclose any potential conflicts related to the research topic
Consequences:
Any breach of academic integrity will result in:
Immediate removal from the current project
Permanent disqualification from all future MLS opportunities
Formal report to the MLS Professionalism Committee
Potential notification to your medical school's academic integrity office
Project Initiation & Approval Process
Idea Submission:
Paper ideas and abstracts must be submitted through the official MLS process
Note that subsections of MLS may have different guidelines for submission
All submissions require approval from MLS leadership before project initiation
Changes to approved topics must be resubmitted for approval
Submission Requirements:
Conference Submissions: Abstracts/papers may not be submitted to any conference without prior written notification to the resident physician chair. After approval, the co-authors must be informed of the submission.
Journal Submissions: Papers may NEVER be submitted to any journal without explicit written approval from the MLS resident physician chairs. This approval must be obtained at least 48 hours before intended submission.
Multiple Submissions: Simultaneous submission to multiple venues is prohibited without MLS approval.
Financial Obligations
Publication Fees:
Publication Fees: Split equally among all medical student authors.
Payment Methods: Zelle, Venmo, or PayPal to be sent to the first author or APC Collections Officer(s), who will forward payment to the submitter.
Deadlines: Payments must be made within 24 hours of request unless prior approval for an alternative arrangement is granted.
Exceptions: If you cannot use the accepted payment methods, you must inform the first author immediately upon being assigned to a project.
Receipts are readily available for any participants requesting receipt of journal payment.
Additional Costs:
Conference registration fees (if applicable) are covered by individual authors.
Travel and accommodation costs for presentations are an individual’s responsibility.
Authorship Standards
Author Order Determination:
Initial Order: Based on expected contribution and responsibility level
Order Changes: May occur based on:
Quality and extent of actual contributions
Professional conduct and communication
Adherence to deadlines and standards
Overall project engagement
Finalization: Once submitted to a journal, author order typically cannot be changed
Authorship Criteria:
To maintain authorship, contributors must:
Make substantial intellectual contributions to the work
Participate in drafting or critical revision
Provide final approval of the version to be published
Agree to be accountable for all aspects of the work
Performance Evaluation:
First authors must provide regular feedback to resident physician editor about author performance
Exceptional performance may result in authorship promotion
Inadequate performance may result in demotion
Editorial Relationships and Oversight
Resident Editor Interaction:
Regular Communication: Top 3 authors must maintain progress updates with the resident physician or communications officer (DLS)
Editor Assignment: If no resident editor is assigned by MLS, the first author must secure appropriate oversight
Editorial Authority: Resident physician editor(s) have final authority on content quality and readiness for submission
Financial Responsibility: Resident or attending editors are not responsible for publication fees unless they offer to contribute. If they choose to help with the fees, that is voluntary.
Mentorship Expectations:
Authors should actively seek feedback and guidance from editors
Constructive criticism should be received professionally and incorporated appropriately
Editors' expertise and time should be respected and utilized efficiently
Data Management and Confidentiality
Data Handling:
All research data must be stored securely and in compliance with institutional requirements
Access to sensitive data is restricted to authorized project members only
Data sharing outside the project team requires explicit approval from MLS leadership (i.e. revision from a third party)
Confidentiality:
Unpublished research findings may not be shared outside the project team
Discussion of ongoing projects in public forums or social media is prohibited
Patient data (if applicable) must be handled according to HIPAA requirements
Professional Development and Recognition
Learning Opportunities:
Authors are encouraged to attend relevant conferences and workshops
MLS may provide educational resources and training opportunities
Mentorship relationships should be cultivated and maintained professionally
Recognition and Awards:
Outstanding contributions may be recognized through MLS awards programs
Publication achievements will be celebrated and promoted appropriately
Professional references may be provided for exceptional participants
Dispute Resolution
Conflict Resolution Process:
Initial Level: Direct communication between involved parties
Second Level: Mediation through first author or resident physician editor
Final Level: Review by MLS Professionalism Committee
Acknowledgment of Understanding and Agreement
I have read, understood, and agree to abide by all requirements outlined in this attestation form. I understand that participation in MedLink Scholars research projects is a privilege that requires the highest standards of professionalism, integrity, and collaboration.
I acknowledge that:
Failure to meet these obligations may result in immediate removal from projects and permanent disqualification from future opportunities
My conduct reflects on both MLS and my medical school
These standards are in place to maintain the quality and reputation of MLS research
I am responsible for staying current with any updates to these policies